AIHce Indianapolis



Technical Session Moderators

Prior to your session you are strongly encouraged to meet with your monitors and presenters to review the program format and the flow of presentations. We suggest you utilize the Speaker Ready Room for this as it is an excellent and central meeting place. During your meeting you should decide how to divide responsibilities with your session monitors and devise a way to notify presenters when their time is almost up. When a presenter’s time has run out, politely thank him or her and firmly move on to the next presentation. Sessions must maintain presenter sequence and run on schedule.

Presenter absences

  • Podium session: The time slot may be filled with a Q&A segment, an update on committee activities, or a short break.
  • Roundtable: Individual presenter times may be adjusted, but the presenter sequence must be maintained.

Technical session recordings
Recordings of technical session presentations will be available post-AIHce, provided that permission has been granted by the presenters. Technical session presenters who do not grant permission to record their presentations will be edited out of the recordings.

The room must be kept quiet to ensure the quality of recording. Personal recording is prohibited.

Speaker Ready Room check-in is MANDATORY
Additionally, all moderators MUST do the following prior to their session:

  • Confirm that all their presenters have
    • Checked in at the Speaker Ready Room.
    • Reviewed their presentations. Workstations and projectors will be available for practice, and staff will be on hand to offer technical assistance and answer questions.
    • Provided or declined recording permission. If this has not been done, presenters should discuss this with staff in the Speaker Ready Room.
  • Check for messages, program changes, and other information posted in the Speaker Ready Room.

At least 30 minutes prior to the session start time, be sure to arrive at the assigned room and load all speaker presentations onto the desktop of the computer in that room.

At the start of a session, moderators should do the following from the lectern:

  1. Introduce themselves, the session arranger, and the monitor(s).
  2. Identify the session number and title.
  3. Make the following announcements:
    • Evaluations should be completed by all attendees.
        • NEW for 2012- evaluations will be completed via the AIHce Mobile APP. Details will be provided on-site and in the slide loop that appears on the screen in each presentation room. NO MORE PAPER EVALUATIONS!!!
    • Evaluations provide valuable information on the suitability of topics and are used by volunteer groups and future session arrangers.
    • Sit toward the center and in the front of the room so others may easily find a seat.
    • Standing in the aisles or at the back of the room is forbidden by the fire marshal unless it is to accommodate an individual with a disability.
    • Turn off all cell phones and pagers.
    • Conduct personal conversations outside the meeting room.
    • Children are not permitted.
    • Note emergency exits.
    • Food and beverages are not to be consumed in the room.
    • Dispose of any trash before leaving the room.
    • Visit the expo, especially during noncompete times. See the AIHce Final Program for details.
    • Personal audio or video taping is prohibited. All sessions, unless otherwise indicated, will be recorded and made available post-AIHce.
    • Attendees may purchase the AIHce on Demand recordings on-site at a discount, if they haven’t purchased it with their registration.
  4. Briefly introduce each presenter. The materials needed to make these introductions will be provided by the staff prior to the conference.
  5. Advise the audience of any presenter changes.

Audiovisual (AV) and computer equipment
AV and computer equipment will be provided in all meeting rooms. Personal laptops may not be used in technical session presentation rooms. However, they may be used to review slides and practice in the Speaker Ready Room.

Presenters must use the lavalier microphone provided to ensure high-quality audio recording. Presenters wearing it should avoid shuffling papers or holding conversations, as these noises will be picked up by the microphone.

General information
Monitors should remind attendees as they are leaving, to complete their mobile app evaluations, act as runners for emergencies, assist in maintaining quiet and decorum, and check badges.

Expect questions to be asked and answered. This should be done professionally. AIHce encourages scientific debate, open communication, healthy discussion, and respect for a diversity of opinions. Please ensure that any session(s) you moderate are conducted accordingly.

All session personnel, presenters, and attendees should conduct themselves in a professional manner. In the unlikely event of an outburst, argument, disruption, or emergency, send a monitor to the Speaker Ready Room and request staff assistance.